Temporary Agency Requisition Procedure
Effective July 1, 2007 a new set of procedures will be in place for requesting non-clinical temporary/registry outside agency personnel for UCLA Healthcare.
All UCLA Healthcare departments must follow this procedure and use approved agencies as defined by this procedure.
- All requests for non-clinical temporary/registry outside agency personnel will be centralized through UCLA Healthcare Recruitment.
- Thenew process also applies toany existing agency personnel working in departments from an outside vendor as of July 1st.
- The requests for temporary/registry personnel from approved agencies will need to be approved by the Director of Recruitment and reviewed by the Staff Resources Committee (SRC) prior to calling the agency.
- The new procedure is very similar to posting a job requisition for a career staff position. However, no requisition will be approved for any duration over 30 days.
- For an extension over 30 working days, the hiring managers must submit a new request for a timely approval so there is no break in service for the person.
- For temporary/registry personnel working in your area after July 1st, the hiring manager must include the duration that person has been assigned to the area in the“Notes” section of the requisition.
- All requests will be reviewed and approved by the Director of Recruitment based on the Criteria shown on Attachment I.
- Once a request is approved by the Director of Recruitment, the Temporary Staff Coordinatorwill notify UCLA Healthcare Purchasing and they will issue a Purchase Order number for that approved requisition.
- When the purchase order number is issued, the preferred agency as well as the Hiring Manager will be immediately notified.
- According to new process approved agencies will only receive requests by the Temporary Staff Coordinator or a designee.
- All approved agencies will be notified of the changes by theUCLA Healthcare Recruitment office including a possibility from delay of payment to contract cancellation if they do not follow this new procedure.
- The process of requesting a purchase order number through EMPAC will no longer be necessary.
- Once a UCLA workweek is completed, the Hiring Manager must e-mail the Temporary Staff Coordinator the total hours worked and signed off for the non-clinical temporary/registry outside agency personnel for that week, referring to the requisition number. This must be done no later than Tuesday morning of the following week.
Our Coordinator of Temporary Staff, Bella Aivazian is available to answer any questions you may have. For any urgent issues based on established criteria you will need to call or e-mail Bella.
As in past years, agencies that provide UCLA Healthcare with temporary staffing are responsible for verifying that required paperwork is completed prior to referring an employee to a temporary position at UCLA Healthcare. As the hiring manager you should, at the very least, request a copy of the completed ‘UCLA Healthcare Verification Checklist for Registry/Contract/Temporary Staff ‘ from the agency prior to the temporary employee’s arrival to your area. In addition, a department representative must review a basic department specific checklist with this temporary employee, i.e., security, fire escape, emergency preparedness etc. on their 1st day of employment and complete a Performance Evaluation for Temporary Staff (Non-Clinical Staff) on their last day.
If you have any question pertaining to temporary/registry outside agency personnel, please do not hesitate to contact Bella Aivazian (x47600 or ) or myself.